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City Records Retention Schedule What have you done and how do I use it now?
The Law
ORS 192.005 (5) “Public record” (a) Means any
information that:
(A) Is prepared, owned, used or retained by a state
agency or political subdivision;
(B) Relates to an activity, transaction or function of
a state agency or political subdivision; and
(C) Is necessary to satisfy the fiscal, legal,
administrative or historical policies,
requirements or needs of the state agency or
political subdivision.
The Law
SECTION 4
Each state agency or political subdivision shall
maintain a public record or accurate copy of a public
record in accordance with a retention schedule
authorized under ORS 192.105 or section 3 of this
2011 Act, without regard to the technology or
medium used to create or communicate the record.
Policies and Procedures
Policies need to address:
How your public records will be used;
How you will retain your public records from creation until final
disposition as set forth in the agency’s authorized records
retention schedule (this does not require the use of an ERMS);
and
How you will maintain ownership of your public records (i.e.
cloud computing and social media)
Note: Who has access, within your agency (i.e. managers,
supervisors, etc.) to your public records should also be
addressed in these policies and procedures.
The Schedule Why did you have to change me??????
The Old
OAR 166-150-0005
(15) Meeting Records, Governing Body*
Records documenting the proceedings of any regularly scheduled, special, executive
session, or emergency meeting of any governing body, as described in Oregon's Public
Meetings Law (ORS 192.610 to 192.710), that is under agency jurisdiction. These typically
consist of boards, commissions, advisory councils, task forces, and similar groups. Records
may include minutes, agendas, exhibits, resolutions, staff reports, indexes, meeting packets,
tape recordings, and related documentation and correspondence. SEE ALSO Meeting
Records, Staff and Meeting Records, in this section and Board, Commission, and
Committee in the County Court and Commissioners Records section.
Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not
retained permanently elsewhere in county records): Permanent
(b) Retain executive session minutes: 10 years
(c) Audio or visual recordings: 1 year after minutes prepared and
approved
(d) Other records and exhibits not pertinent to minutes: 5 years
The New
166-200-0210 Accounting – Disbursements
Accounting documents the financial transactions of the city to ensure the integrity, accuracy and
control of city funds.
Disbursements document the payments and transactions of city purchases.
(1) Accounts Payable Records (166-200-0010(23); 166-200-0050(1), (13), 166-200-0075(6)) –
Minimum retention: 3 years after annual audit report has been completed.
(2) Credit Slips (166-200-0050(11)) - Minimum retention: 3 years after credit expired or redeemed.
SEE ALSO: Credit and Debit Receipts in the Accounting – Revenue section.
(3) Emergency Management Assistance Expense Records (166-200-0030(6)) - Minimum retention:
3 years after annual or final expenditure report submitted.
SEE ALSO: Emergency Management Assistance Fiscal Reports in the Accounting – Financial
Reporting section and Emergency Management Assistance Activity Reports in the Reporting
section.
(4) Purchasing Records (166-200-0050(22), (29) and (166-200-0010 (23), (24) - Minimum retention:
3 years.
The New
166-200-0210 Accounting – Disbursements
Accounting documents the financial transactions of the city to ensure the integrity, accuracy and
control of city funds.
Disbursements document the payments and transactions of city purchases.
(1) Accounts Payable Records (166-200-0010(23); 166-200-0050(1), (13), 166-200-0075(6)) –
Minimum retention: 3 years after annual audit report has been completed.
(2) Credit Slips (166-200-0050(11)) - Minimum retention: 3 years after credit expired or redeemed.
SEE ALSO: Credit and Debit Receipts in the Accounting – Revenue section.
(3) Emergency Management Assistance Expense Records (166-200-0030(6)) - Minimum retention:
3 years after annual or final expenditure report submitted.
SEE ALSO: Emergency Management Assistance Fiscal Reports in the Accounting – Financial
Reporting section and Emergency Management Assistance Activity Reports in the Reporting
section.
(4) Purchasing Records (166-200-0050(22), (29) and (166-200-0010 (23), (24) - Minimum retention:
3 years.
OAR
Number and
Title
The Old
OAR 166-150-0005
(15) Meeting Records, Governing Body*
Records documenting the proceedings of any regularly scheduled, special, executive
session, or emergency meeting of any governing body, as described in Oregon's Public
Meetings Law (ORS 192.610 to 192.710), that is under agency jurisdiction. These typically
consist of boards, commissions, advisory councils, task forces, and similar groups. Records
may include minutes, agendas, exhibits, resolutions, staff reports, indexes, meeting packets,
tape recordings, and related documentation and correspondence. SEE ALSO Meeting
Records, Staff and Meeting Records, in this section and Board, Commission, and
Committee in the County Court and Commissioners Records section.
Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not
retained permanently elsewhere in county records): Permanent
(b) Retain executive session minutes: 10 years
(c) Audio or visual recordings: 1 year after minutes prepared and
approved
(d) Other records and exhibits not pertinent to minutes: 5 years
OAR
Number
The New
166-200-0210 Accounting – Disbursements
Accounting documents the financial transactions of the city to ensure the integrity, accuracy and
control of city funds.
Disbursements document the payments and transactions of city purchases.
(1) Accounts Payable Records (166-200-0010(23); 166-200-0050(1), (13), 166-200-0075(6)) –
Minimum retention: 3 years after annual audit report has been completed.
(2) Credit Slips (166-200-0050(11)) - Minimum retention: 3 years after credit expired or redeemed.
SEE ALSO: Credit and Debit Receipts in the Accounting – Revenue section.
(3) Emergency Management Assistance Expense Records (166-200-0030(6)) - Minimum retention:
3 years after annual or final expenditure report submitted.
SEE ALSO: Emergency Management Assistance Fiscal Reports in the Accounting – Financial
Reporting section and Emergency Management Assistance Activity Reports in the Reporting
section.
(4) Purchasing Records (166-200-0050(22), (29) and (166-200-0010 (23), (24) - Minimum retention:
3 years.
Description
The Old
OAR 166-150-0005
(15) Meeting Records, Governing Body*
Records documenting the proceedings of any regularly scheduled, special, executive
session, or emergency meeting of any governing body, as described in Oregon's Public
Meetings Law (ORS 192.610 to 192.710), that is under agency jurisdiction. These typically
consist of boards, commissions, advisory councils, task forces, and similar groups. Records
may include minutes, agendas, exhibits, resolutions, staff reports, indexes, meeting packets,
tape recordings, and related documentation and correspondence. SEE ALSO Meeting
Records, Staff and Meeting Records, in this section and Board, Commission, and
Committee in the County Court and Commissioners Records section.
Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not
retained permanently elsewhere in county records): Permanent
(b) Retain executive session minutes: 10 years
(c) Audio or visual recordings: 1 year after minutes prepared and
approved
(d) Other records and exhibits not pertinent to minutes: 5 years
Description
The New
166-200-0210 Accounting – Disbursements
Accounting documents the financial transactions of the city to ensure the integrity, accuracy and
control of city funds.
Disbursements document the payments and transactions of city purchases.
(1) Accounts Payable Records (166-200-0010(23); 166-200-0050(1), (13), 166-200-0075(6)) –
Minimum retention: 3 years after annual audit report has been completed.
(2) Credit Slips (166-200-0050(11)) - Minimum retention: 3 years after credit expired or redeemed.
SEE ALSO: Credit and Debit Receipts in the Accounting – Revenue section.
(3) Emergency Management Assistance Expense Records (166-200-0030(6)) - Minimum retention:
3 years after annual or final expenditure report submitted.
SEE ALSO: Emergency Management Assistance Fiscal Reports in the Accounting – Financial
Reporting section and Emergency Management Assistance Activity Reports in the Reporting
section.
(4) Purchasing Records (166-200-0050(22), (29) and (166-200-0010 (23), (24) - Minimum retention:
3 years.
Series # & Title
The Old
OAR 166-150-0005
(15) Meeting Records, Governing Body*
Records documenting the proceedings of any regularly scheduled, special, executive
session, or emergency meeting of any governing body, as described in Oregon's Public
Meetings Law (ORS 192.610 to 192.710), that is under agency jurisdiction. These typically
consist of boards, commissions, advisory councils, task forces, and similar groups. Records
may include minutes, agendas, exhibits, resolutions, staff reports, indexes, meeting packets,
tape recordings, and related documentation and correspondence. SEE ALSO Meeting
Records, Staff and Meeting Records, in this section and Board, Commission, and
Committee in the County Court and Commissioners Records section.
Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not
retained permanently elsewhere in county records): Permanent
(b) Retain executive session minutes: 10 years
(c) Audio or visual recordings: 1 year after minutes prepared and
approved
(d) Other records and exhibits not pertinent to minutes: 5 years
Series # & Title
The New
166-200-0210 Accounting – Disbursements
Accounting documents the financial transactions of the city to ensure the integrity, accuracy and
control of city funds.
Disbursements document the payments and transactions of city purchases.
(1) Accounts Payable Records (166-200-0010(23); 166-200-0050(1), (13), 166-200-0075(6)) –
Minimum retention: 3 years after annual audit report has been completed.
(2) Credit Slips (166-200-0050(11)) - Minimum retention: 3 years after credit expired or redeemed.
SEE ALSO: Credit and Debit Receipts in the Accounting – Revenue section.
(3) Emergency Management Assistance Expense Records (166-200-0030(6)) - Minimum retention:
3 years after annual or final expenditure report submitted.
SEE ALSO: Emergency Management Assistance Fiscal Reports in the Accounting – Financial
Reporting section and Emergency Management Assistance Activity Reports in the Reporting
section.
(4) Purchasing Records (166-200-0050(22), (29) and (166-200-0010 (23), (24) - Minimum retention:
3 years.
Old Series # Reference
The New
166-200-0210 Accounting – Disbursements
Accounting documents the financial transactions of the city to ensure the integrity, accuracy and
control of city funds.
Disbursements document the payments and transactions of city purchases.
(1) Accounts Payable Records (166-200-0010(23); 166-200-0050(1), (13), 166-200-0075(6)) –
Minimum retention: 3 years after annual audit report has been completed.
(2) Credit Slips (166-200-0050(11)) - Minimum retention: 3 years after credit expired or redeemed.
SEE ALSO: Credit and Debit Receipts in the Accounting – Revenue section.
(3) Emergency Management Assistance Expense Records (166-200-0030(6)) - Minimum retention:
3 years after annual or final expenditure report submitted.
SEE ALSO: Emergency Management Assistance Fiscal Reports in the Accounting – Financial
Reporting section and Emergency Management Assistance Activity Reports in the Reporting
section.
(4) Purchasing Records (166-200-0050(22), (29) and (166-200-0010 (23), (24) - Minimum retention:
3 years.
Retention
The Old
OAR 166-150-0005
(15) Meeting Records, Governing Body*
Records documenting the proceedings of any regularly scheduled, special, executive
session, or emergency meeting of any governing body, as described in Oregon's Public
Meetings Law (ORS 192.610 to 192.710), that is under agency jurisdiction. These typically
consist of boards, commissions, advisory councils, task forces, and similar groups. Records
may include minutes, agendas, exhibits, resolutions, staff reports, indexes, meeting packets,
tape recordings, and related documentation and correspondence. SEE ALSO Meeting
Records, Staff and Meeting Records, in this section and Board, Commission, and
Committee in the County Court and Commissioners Records section.
Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not
retained permanently elsewhere in county records): Permanent
(b) Retain executive session minutes: 10 years
(c) Audio or visual recordings: 1 year after minutes prepared and
approved
(d) Other records and exhibits not pertinent to minutes: 5 years
Retention
The New
166-200-0210 Accounting – Disbursements
Accounting documents the financial transactions of the city to ensure the integrity, accuracy and
control of city funds.
Disbursements document the payments and transactions of city purchases.
(1) Accounts Payable Records (166-200-0010(23); 166-200-0050(1), (13), 166-200-0075(6)) –
Minimum retention: 3 years after annual audit report has been completed.
(2) Credit Slips (166-200-0050(11)) - Minimum retention: 3 years after credit expired or redeemed.
SEE ALSO: Credit and Debit Receipts in the Accounting – Revenue section.
(3) Emergency Management Assistance Expense Records (166-200-0030(6)) - Minimum retention:
3 years after annual or final expenditure report submitted.
SEE ALSO: Emergency Management Assistance Fiscal Reports in the Accounting – Financial
Reporting section and Emergency Management Assistance Activity Reports in the Reporting
section.
(4) Purchasing Records (166-200-0050(22), (29) and (166-200-0010 (23), (24) - Minimum retention:
3 years.
Cross Reference to
different section in
this schedule
Reverse Directory
Changes
Retentions reviewed and updated where necessary
Based more on function than department
More streamlined
Description
Less duplication
Multiple Cross References
For More Information…
Archives Division - Information Resource Management Unit
Phone: (503) 373-0701
E-mail: mary.e.herkert@state.or.us or
connor.f.edmonds@state.or.us Webpage: http://arcweb.sos.state.or.us
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